A Detailed List of Expenditures
Screen 23 can be accessed from any FRS screen. However, the most useful way is to open screen 23 from screen 19.
Here's why:
Screen 23 lists the individual transactions that comprise the summaries on screen 19. Opening this screen from the Inquiry Menu will list all individual transactions that have occurred within an account. This can be quite lengthy and cumbersome.
Using screen 23 with screen 19 makes more sense.
For instance, when viewing screen 19, you may have a question about the specific transactions that equal an amount summarized under one of the object codes. By using the tab key, return the cursor to the Screen and Acct line. Enter 23 for the screen. Next to Acct enter your six-digit account number without the dash, followed by the object code/subcode of the transaction summary in question. Press Enter.
What appears next is a list of transactions that add together to equal the summary of that particular object code on screen 19.
At the top right corner of screen 23 should be your account name with the year you are viewing beneath.
Screen 23 has eight columns. Some of the columns are not as important to account managers as others:
Sub - These numbers are the same as object codes. For an explanation of
what code numbers represent, see page 26.
TC - These code numbers identify the transaction type, i.e. receipt, budget,
etc. See page 25 for the list describing these codes.
Ref 1 - This value can represent a number of things. A P before the number
represents a purchase order; an R preceding the number signals a requisition;
a C represents a procurement card encumbrance; and a T represents a travel
encumbrance or payment. Other values may appear in this field to help describe
and identify various transactions.
Date - Shows the date the transaction was made, or the date the payment
was made.
Description - Brief description of the payee. If the description is listed
as BR ACCOUNTING FEED, it represents a revenue or expense that feeds over
from the student billing system.
Amount - Shows the amount of that transaction.
Batch - This is a reference number added to the transaction when the Business
Office processes a transaction. It can be used to trace a transaction's
progress through the system.
Offset Acct - This account represents the other side of certain transactions,
such as budget transfers, fund transfers, expenditure transfers, and IDT's.
NOTICE
Screen 23 does not include any account summaries, like beginning balance and remaining balance. It only lists individual transactions. This is why it is best to start from screen 19 and use screen 23 to see the detailed transactions behind the summaries on screen 19.
A message at the top of screen 23 tells you if there are additional pages after the one you are viewing. To move through these pages, use the Enter key.
However, the bottom of the screen shows how many total pages are in screen 23, what page you are viewing, and gives you the option to select which page you want to see next. This allows you to skip pages. As the entries in screen 23 are often very lengthy, this option is more convenient than going through every page. Use the Tab to move to this option.
Twenty-six pages of detail are available on screen 23 at any time. If an account has more than 26 pages of detail, a message will appear across the top of the screen on page 26 that reads "More records; enter *** in Next Page to see next set of transactions."
Contact Information
controller@sfasu.edu • office: (936) 468-2303• fax: (936) 468-2207